LETTER TO MR. ROBERT W. WELLS FROM JOHN F. BLAKE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00498A000600090019-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 9, 2016
• Document Release Date: July 26, 2000
• Sequence Number: 19
• Publication Date: March 15, 1976
• Content Type: LETTER

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15 MAR 1976
Mr. Robert W. Wells
Executive Director
Interagency Classification Review Committee
National Archives Building
Seventh Street 1 Pennsylvania Avenue, N.W.
Washington, D.C. 20409
Dear Mr. Wells:
It is my understanding that the ICRC is considering
standardization for government usage of thirteen forms for
handling classified materials. I applaud the goals of
reducing government paperwork, but standardizing forms for
use by agencies whose missions, requirements, procedures and
classified inventories are so divergent seems impractical.
Our position is that some of these forms are inappropriate
for use by CIA or other agencies which have large volumes of
classified material. In addition, many of CIA's information
systems are automated and to institute the use Of your forms
would necessitate double work.
Attached is a detailed listing of the proposed forms,
our reservations on them and recommendations for their use.
Sincerely,
, ?io 3 John F. B Ia' e
John F. Blake
Chairman
Information Review Committee
ISAS;EL:dr (9tar76)
Distribution:
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SF 182 Top Secret Access Record: Attached to all Top
Secret documents and used to record identifying
data of the documents and each person who has
read it.
SF 204 Top Secret Cover Sheet: Attached to Top Secret
documents when out of the file.
Agency Form 26, Top Secret Control and Cover
Sheet, is used for the same purposes as the
two proposed forms. Our form provides space
for downgrading, destruction or outside Agency
transmittal information. CIA urges the proposed
two forms be made optional. Our Top Secret
inventory is automated and the proposed forms
are incompatible with our system. In addition,
the Form 26 serves five purposes and replaces
two proposed forms.
SF 188 National Security Classified Document Accounta-
bility Record: Used to control classified
documents by document data, suspense date,
office routing and copy reproductions.
Agency Forms 238 (6 part) and 717a (8 part)
control document dissemination by the same
data as the proposed form. The Agency forms
are handy 3x5 NCR packets which mail clerks
use to maintain suspense files of documents
and replies. Our forms eliminate the need
for each addressee to prepare a new abstract
or suspense card for a document passing through
an office. This method saves valuable employee
and document transmittal time. We urge the
proposed form be made optional.
SF 190 Secret Cover Sheet: Used to protect document
while out of the file.
SF 191 Confidential Sheet: Used to protect document
while out of the file.
Agency Form 610, Routing and Record Sheet.
Although not originally designed as a cover
sheet, this form does double duty by protecting
the document and providing spaces for routine
information. The form is used for both Secret
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and Confidential material, thereby eliminating
extra paperwork. Boxes are provided on the
form so that appropriate classification
information can be marked. We urge the
proposed two forms be made optional, but
for those agencies which do not handle
classified material frequently the cover
sheets might be useful.
SF 192 Visitor Register: Lists all individuals who
visit facilities handling classified material
or information.
Agency Form 604a, Official Pass, is prepared
in duplicate and one copy given to the inter-
viewer (escort). If a visitor must see another
person in the building, this interviewer signs
the form so that a complete record of a visitor's
stops can be traced when the form is returned
on departure. The proposed form does not
allow for this. We urge the proposed form
be made optional.
SF 193 Authorization for Reproduction and Dissemination
of Classified Material: Used to record approval
to reproduce copies of classified materials.
CIA has no similar form. The decision to
reproduce classified material is left with
the individual manager and copies are made
only with his/her approval. Reproduction of
STATINTL Top Secret documents is prohibited and CIA
implementing EO 11652 states
the restraints to be exercised in the repro-
duction of any classified material. Standard-
ization of this form seems wasteful and
unnecessary; we strongly urge this form be
made optional.
SF 199 Receipt for National Security Classified
Documents Released to Accredited Representa-
tives of Foreign Nations.
CIA does not use such a form. Classified
documents passed to foreign governments usually
are done so in confidence. Foreign governments
might construe the use of this form as a
violation of such confidences. CIA urges
this form be made optional.
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SF 204 Top Secret Cover Sheet.
See our comments for proposed SF 182.
SF 205 Authorization for Access to Classified
National Security Information and/or Material:
Authorizes an individual access to national
security information for a specific project
and also serves as a security acknowledgement.
Because the Director of Central Intelligence
has the statutory obligation to protect intelli-
gence sources and methods our security clearance
forms, secrecy agreements and briefing/
debriefing statements are unique. For other
government agencies the proposed form might be
useful. CIA urges this form be made optional.
SF 206 Request for or Notice of Change of Classification
of National Security Information or Material:
Used to request an agency to review documents
for downgrading or to notify an agency of the
downgrading action by the originator of classi-
fied documents.
CIA presently uses a memorandum to the appro-
priate agency to request that agency to review
its documents in connection with a public request.
We also use a memorandum to notify agencies of
our own declassification actions. These actions
are generally done on a large scale in connection
with our declassification program. The proposed
form would not be adequate for the purpose. We
urge the proposed. form be made optional.
(This form should be reviewed to comply with
EO 11652 and to remove the notation "Group
Markings" in several places on the form.)
SF 216 National Security Classified Document Destruc-
tion Certificate: Used as a record and certificate
of proper destruction of national security
information.
CIA uses several different forms to record
destruction of national security information
depending on the classification level and the
media of the records. Form 26, as mentioned
previously, contains space for recording
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destruction of Top Secret information; Form
3647, "Certificate of Destruction of Material,
is used for destruction of national security
information held in special channels; Form
140, "Records Retirement Request," has space
for accounting for destruction of records per
GSA/NARS approved disposal schedules; Form
3536 is used to log distribution and ultimate
destruction of national security information
held in microform. We prefer an optional form
because of the different media of our records,
the automation of our Top Secret inventory and
special internal security restrictions on sensi-
tive classified materials. We urge this form
be made optional.
SF 229 Security Container Information: Used to identify
safe custodian.
Part 1 of this 3-part form contains name,
address and home phone number of the safe
custodian; this is attached to the outside
of the container. Part 2 contains the combi-
nation which is placed inside the envelope,
Part 3, and stored elsewhere.
Our safe combination information is automated
and the Office of Security uses special computer-
generated forms. No custodian information is
displayed on the outside of the security
container. CIA urges an optional form. If
such a form is made mandatory for other agencies,
we suggest that in the interests of privacy,
the system be redesigned so that persona].
information is not displayed and so easily
accessible on t-econtainer.
SF 241 Open/Locked Reversible Container Sign: Used
on all containers of classified information.
The Agency used these open/locked signs for
many years. Recently we began using magnetized
signs which can be used on vault doors where
the cardboard forms cannot. The cards rapidly
wear out and need to be replaced frequently;
the magnetized signs last indefinitely thus
providing a long-run cost savings. CIA prefers
an optional form, but if this form is
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standardized, we will continue to use the
magnetized signs on vault doors and other
containers on which the proposed form
cannot be attached.
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 SENDER WILL CHECK CLASSIFICATION TOP AND BOTTOM
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FORM No. 237 Use previous editions
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